Constitution of Milton Keynes Dons Supporters Association (MKDSA)

The name of the organisation is Milton Keynes Dons Supporters Association, hereafter referred to as MKDSA.

MKDSA aims to:

• Represent Milton Keynes Dons supporters on issues decided by its members through a process of Structured Dialogue with Milton Keynes Dons, hereafter referred to as “the Club.”
• Establish and maintain channels of communication with the Owners, Executives and Management of the Club.
• Promote, maintain and value the history and identity of the Club and its supporters.
• Encourage the Owners, Executives and Management of the Club to appreciate, welcome and value the support and participation of all fans and ensure that equal opportunities are promoted for all supporters.
• Affiliate to appropriate national and international football supporters’ organisations.
• Represent supporters in national structured dialogue via the appropriate platform.

• Membership is as per the tiered membership proposal as set by the Committee and approved at the AGM.
• Personal details are kept confidential in line with GDPR guidelines unless legally required.
• All fully paid-up adult members can vote and participate in meetings.
• Member misconduct may lead to suspension or expulsion from membership.
• Any disciplinary issue is to be dealt with in line with our Disciplinary Policy.
• You cease to be a member if you fail to when requested to pay a membership fee, die, cease to exist in the case of corporate entities, submit a request to the Committee in writing to terminate your membership or are expelled in line with our disciplinary policy.

• MKDSA shall have a Committee of not less than 4 (four) and not more than 15 (fifteen) members, elected annually at the AGM in accordance with the Election Policy.
• Committee terms are usually minimum 2 (two) years.
• The Committee can co-opt members as necessary providing at all times the co-opted members are in the minority and there are vacancies on the committee. Co-opted members may deemed elected if they are approved at an EGM.
• Committee members must declare any conflicts of interest prior to Committee meetings and abstain from related

The Committee will select from its number a Chair, Vice-Chair, Secretary, and Treasurer.

• Chair/Vice-Chair: Lead meetings and ensure fair discussion.
• Secretary: Manages meeting agendas, minutes, and communications.
• Treasurer: Manages finances and reports to the AGM.
• Other Officers: These will be agreed and voted by the Committee as and when required.

• Held annually at a time and place determined by the Committee (with an option) to include a stream), held by 31st August each year.
• Notice must be given by letter or email to all members 28 clear days of the AGM.
• Usual business of the AGM should include reports from officers and financial statements.
• Decisions made at general meetings shall be by straightforward majority vote unless these rules state otherwise.
• The quorum for an AGM is 15 (fifteen) members.
• Any paid up member may submit resolutions with one paid up seconder. Resolutions must be submitted 14 (fourteen) days before the AGM.
• Any individual nominated and elected on the Committee must have been a member of the MKDSA at least 30 (thirty days) before the AGM.

• Committee members are bound to act in accordance with the Committee Members Conduct Policy.
• The Committee should hold a minimum of 8 (eight)meetings per year. The meetings may be held by use of a recognised meeting software like Zoom, Google Meet or equivalent.
• The Committee has the power to set policies and procedures.
• Decisions at Committee meetings shall be made by majority vote with the Chair having a casting vote in the instance of a tie. However, the Chair may not vote twice, i.e. once as committee member and once as the Chair’s casting vote.
• The meetings will be informal and aim to achieve a consensus. However, if one committee member requests the meeting be formal, the Simplied Roberts Rules or Order as agreed at the AGM, will be used to conduct the meeting.
• Committee meeting minutes, once verified, will be made available to members, either by email or on the web site.

Called if:

• The Committee votes for it, or
• at least 25% of or 15 (fifteen) members submit a request to the Secretary in writing.
• The notice period for an EGM is 14 clear days.
• The quorum for an EGM is 15 (fifteen) members.
• An EGM must only discuss the matter brought to the EGM and to any consequences of the vote of the EGM.
• Decisions at Committee meetings shall be made by majority vote with the Chair having a casting vote in the instance of a tie.
• An EGM must be held within 28 (twenty eight) calendar days of the receipt of a valid request. Notice of an EGM must be posted with 10 (ten) calendar days of a receipt of a valid request.
• All paid up members will have a right to vote at an EGM. Non members and guests may speak at the discretion of the Chair, but not to vote.

• Any changes to these rules require a two-thirds majority at an AGM or EGM.

• Requires a two thirds majority at an AGM or EGM.
• Any remaining funds go to Milton Keynes Dons Communitg Trust.
• The MKDSA will be deemed as dissolved if it has not met as a committee or by AGM / EGM within two years.

• The MKDSA will be self financing and
• The Treasurer will have responsibility for the finances of the MKDSA
• The MKDSA will have a bank account in the name of the MKDSA
• There will be 2 (two) additional bank signatories / authorisers, who must be Committee members and elected at a Committee meeting.
• The income for the MKDSA will be from membership fees, donations, commercial activities and similar fund raising methods.
• Money raised by the MKDSA may only be used to further the aims and objectives of the MKDSA.
• All income will be desposited in the MKDSA bank account.
• The MKDSA will not borrow money and the Officers of the MKDSA may not incur debts or liabilities on behalf of the MKDSA. Legimate expenses incurred by members and Officers of the MKDSA may be claimed fully, but only on production of a receipt or invoice.
• Any expenditure must be agreed in advance by either from the Treasurer or by Committee decision. The only exception to this is case of genuine emergency, where the Treasurer is not available and approved by the Chair and one other Officet. Retrospective approval will be sought as soon as possible.
• No one will seek or approve expenditure to which they are beneficiary, except through genuine expenses.
• Two months prior to an AGM the MKDSA acounts will be verified by a recognised Auditor who must not be an Officer of the MKDSA or a Committee mrmber or related to one, subject to sufficient funds to pay the auditor and to continue fulfilling aims and objectives of the MKDSA.
• Any single expenditure over £1,000 will be accounted separately in the Accounts and to the AGM. Where practical three quotes will be obtained to show best value has been achieved. Any expenditure over £2,500 will require the approve of the members through an AGM or EGM.

• Any formal disputes will be resolved internally by the Chair and / or Secretary. If the dispute still unresolved at the end of the process, a member may request the Secretary to refer the dispute to the Football Supporters Association (FSA) and if agreed, the FSA findings will be brought to an AGM / EGM for ratification and whose decision will be final.

MKDSA will comply with the UK GDPR and the Data Protection Act 2018 and any subsequent legislation and UK guidance.

Purpose of Data Processing

The MKDSA collects and processes personal data solely for the purposes of:

• administering membership and communication with members
• organising meetings, events, and activities
• managing elections, voting processes, and governance
• fulfilling legal, regulatory, and safeguarding obligations
• promoting the legitimate interests of the Association and its members

Personal data will not be used in any way that is incompatible with these purposes.

Lawful Basis for Processing

The Association processes personal data under the following lawful bases:

• Consent – where members have given clear permission for specific processing
• Contract – where processing is necessary for membership administration
• Legitimate Interests – where processing is required for the effective running of the Association and does not override the rights of individuals
• Legal Obligation – where processing is required to comply with UK law .

Categories of Personal Data

The Association may collect and store the following categories of personal data:

• contact details (name, address, email, phone number)
• membership details (status, payments, participation)
• communication preferences
• records of attendance at meetings or events
• information required for elections or governance
• any additional information voluntarily provided by members

The Association will not collect unnecessary or excessive data.

Data Sharing

Personal data will only be shared when necessary and only with:

• committee members or officers who require access to fulfil their duties
• service providers acting on behalf of the Association (e.g., email platforms, payment processors)
• statutory bodies where required by law

Data will never be sold or shared with third parties for marketing purposes.

Data Storage and Security

The Association will ensure that personal data is stored securely and protected against unauthorised access, loss, or misuse.

Security measures may include:

• password-protected systems
• restricted access for committee members
• secure cloud storage compliant with UK GDPR

Data Retention

Personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected.

Retention periods include:

• membership data: retained for the duration of membership and up to 24 months after it ends
• financial records: retained for 6 years in line with HMRC requirements
• governance records: retained as required for legal and historical purposes

Data that is no longer required will be securely deleted or anonymised.

Members’ Rights

Under UK GDPR, members have the right to:

• access their personal data
• request correction of inaccurate data
• request deletion of their data (where legally permissible)
• restrict or object to processing
• withdraw consent at any time
• request data portability

Requests will be responded to within one month.

Data Breaches

Any personal data breach that poses a risk to individuals’ rights or freedoms will be reported to the Information Commissioner’s Office (ICO) within 72 hours, and affected individuals will be notified where required.

Data Protection Officer / Contact

For any queries, concerns, or requests relating to personal data, members may contact:

MKDSA Secretary
Email: secretary@mkdsa.org.uk

Review of Policy

These Data Protection Clauses will be reviewed annually or sooner if required by changes in legislation or the operational needs of the Association.

All members must:

• Support our mission and
• reject violence, abuse, and discrimination and
• respect democratic decisions.

Members cannot:

• Speak on behalf of MKDSA without approval or
• act in any way deemed to harass, alarm or distress fellow members or
• profit from our activities without permission or
• undermine our mission or;
• act in any way to bring MKDSA into disrepute.

Any such breaches of the above will be dealt with in line with our Disciplinary Policy.